Agency Capital Budget

Development

BPM Training

Welcome and Introductions

2

OBM/Agency Capital Budget Development BPM Training (2015)

Agenda

Welcome and Introductions Sari Klepacz

Capital Budget Benefits Sari Klepacz

Course Objectives Sari Klepacz

Demo - Full Process Sari Klepacz

Debra Stets

3

Capital Budgeting & Planning

Module Benefits

4

Course Objectives

Upon completion of this course, learners will be able to:

Work with Planning Centers

Create a Working Version of the budget

Lock/Unlock Working Version

Enter data in My Planning Workspace

Upload a budget spreadsheet

Enter/Delete/View Planning Center level notes

Enter/Delete/View Line Item notes

Attach/Delete/View Line Item support docs

Submit a Planning Center Budget for review

Review Agency submissions (AGYCAP) including viewing line item notes

Review Locked Planning Centers

Request ChartField and/or Tree changes

Run reports and review for issues like unexplained variances between prior year actuals and

future requests, etc.

Prepare OBM Recommendations (OBMCAP) and submit to Master version (version 4).

Check/adjust numbers (OBM Analyst)

Make sure budgets are submitted (OBM Analyst)

5

Capital Budgeting Process

6

HIGH LEVEL OVERVIEW OF THE CAPITAL BIENNIAL BUDGET PROCESS

Start

OBMIssue Capital Budget

Guidance and request for agency budget

submissions

OBM Budget CoordinatorBuild the agency model

by fund for agency

OBM Budget CoordinatorStage and release model to

the agencies

Agency PreparersUpload and submit

to OBM Analyst

End

OBM AnalystPerform technical/non-budgetary review of the Agency Master Budget

Agency Budget approved by OBM

Analyst?

No

Yes

Agency PreparerSend an Approved

Agency Master Budget to OBM Analyst

Agency PreparerRework Planning Center

Budget in BPM

OBM Budget Analyst

Uploads agency budget request into OBM model

OBM Make budget

recommendation in BPM

GovernorFinal recommendations

introduced as a bill in the Legislature

LegislatureDeliberates and passes a bill to send to the Governor for

signature

Final BillEnacted and loaded in BPM and FIN as

appropriate

Most agencies have one Planning Center

Capital Budget Scenario & Models

7

CAPITAL SCENARIO/CHARTFIELD MODEL

CAP

DepartID 3 digit

Fund Fund

ALI ALI

Account Always '570'

Program Same as DeptID, except for colleges/universities - 'UNI'

Service Location County Code, choose from 'C0001' through ‘C0089'

Dim 2 Project Type, choose from list

Dim3 Priorities, choose from '001'-'099'

Model Name Activity Name Scenario Name Planning Center

1718_CAP_AGY Agency Request - Capital AGYCAP Capital 1718AGYCAP FY2017-2018 Capital Request Deptid

Model Name Activity Name Scenario Name Planning Center

1718_CAP_OBM Agency Request - Capital OBMCAP Capital 1718OBMCAP FY2017-2018 Capital Request Deptid

CAPITAL BUDGET DEVELOPMENT BPM

DEMO

8

Run Control

9

Budget Dataload Error Report

10

Agency/OBM Reports

The following reports are available to agencies to assist in creating budget requests:

Role Needed: OH_EPM_BP_AGY_REPORTING

Navigation: Public Folders > BI Reporting Folders > BI Standard Reports > Budgeting and

Planning

11

BI Report Books BI Report Books can be accessed

via the Useful Links button in the

BI Portal.

Prompts for BPM-0020 Capital

Variance Analysis Report

12

BPM-0020 Capital Variance

Analysis Report

13

Prompts for BPM-0021 Capital

Improvement Plan Summary Report

14

BPM-0021 Capital Improvement

Plan Summary Report

15

Next Steps

OBM FY17-18 Budget Guidance has been

released.

Agency Budget Requests are due 11/16/15.

Just-in-Time Labs to be held 11/12/15 and

11/13/15.

Budget Questions can be directed to your OBM

Budget Analyst.

Technical Questions can be sent to OBM.BPM@

obm.ohio.gov

16

Resources

There are a number of resources available to assist Agency Preparers and

OBM Budget Analysts beyond this training session:

Agency Capital Budget Development BPM Training Guide (which includes):

Glossary

FAQ’s

Best Practices

Quick Steps Documents for individual tasks

Online Resources:

Capital Budget Data Sheets:

http://obm.ohio.gov/Forms/Capital_Budget_Data_Sheets.aspx

OBM Forms Page: http://obm.ohio.gov/Forms/default.aspx

EPM 9.1: OMyOhio.gov/Planning and Budgeting

FIN Process Manual: http://fin.help4u.obm.ohio.gov/

FY17-18 Capital Budget Guidance:

http://obm.ohio.gov/Budget/capital/fy17-18.aspx

17

Appendix

18

Process Flow - Preparer

19

PREPARER – AGENCY CAPITAL BUDGET DEVELOPMENT

Start

PreparerSelect the AGYCAP budget activity to

develop

PreparerAccess the desired

planning center and working version

PreparerAdd, delete, or modify OAKS line item details

for the selected working version

PreparerAttach supporting documentation, if

necessary

PreparerSubmit the master

version to the OBM Analyst

Errors

End

YesNo

NOTE: Either online or by Budget

Data Load

Working with Planning Centers

20

PREPARER OVERVIEW AGENCY CAPITAL BUDGET DEVELOPMENT PROCESS

Start

AgencyReceive access to

Budget model from OBM

PreparersDevelop Planning

Center budget versions

PreparersAdd notes and

supporting documentation

as needed

PreparersSubmit Planning Center budgets to OBM Analyst

for review

OBM Budget AnalystApprove Planning

Center budgets and submit to OBM

Changes

End

Yes

No

OBM Budget Analystrequest budget changes as needed

Lock/Unlock

21

LOCKING AND UNLOCKING VERSIONS

Start

Go to My Planning

Workspace Page

Decide which version

will be used for adjustments

Version Locked?

Contact the Preparer who

has the working version locked

Access the Working Version

and make adjustmentsNo

Yes

Version Locked When This Occurs

Unlock Version when

completed

Access the now

unlocked version

Enter Budget Line Items

22

Entering an OAKS Budget Line Item

Start

Select the working version

in which you want to

enter a new OAKS line item

Enter the Account, Fund, Program and ALI ChartField information

Enter the Budget Period

Amounts

Verify the new OAKS line item and Save

End

Line Item Notes

23

Entering, Deleting, Viewing Line Item Notes

Start

PreparerBegin on the

Line Item Details Page

PreparerClick the Notes Icon for the line item for which a Note is needed

PreparerEnter the Note

End

Add or Delete?

PreparerView the Note

PreparerMark the note

public or private

PreparerClick Append Note to Log to publish the Note

PreparerClick the

Trashcan icon to delete it

Add

Delete

Budget Dataload

24

BUDGET DATA LOADAGENCY CAPITAL BUDGET DEVELOPMENT PROCESS

Start

Preparer

Download budget

data load template

from the OBM

Forms page

Preparer

Complete data entry

on first tab

Preparer

Save as a .csv file

Preparer

Navigate to Budget

Data Load in BPM

Preparer

Create a new run control

or open an existing run

control

Errors

End

Yes

No

Preparer

Select appropriate

run control parameters

and

attach the .csv file

Preparer

Run

Preparer

Open .xls file and

make corrections

Preparer

Check Message Log

and/or run Budget Data

Load Error Report to

identify errors

Submit Budget for Review

25

PreparerAttach supporting documentation as

necessary.

Submitting a Capital Planning Center Budget for Review

Start

PreparerAccess desired planning center

and working version

PreparerAdd, delete or

modify line item details for the

working version

End

PreparerDefine Capital

request initiatives for line items

PreparerDefine and save

the working version

Capital?

No

Yes

All Planning Centers finished?

No

Yes

PreparerSubmit planning

center master versions for all

budget activities to OBM Analyst.

Review Budget

26

Budget Reports as needed

OBM Budget AnalystRun reports to help verify accuracy of

the budget

Reviewing a Capital Budget Submission

Start

PreparerSubmit planning

center budgets to the OBM Budget Analyst for review

OBM Budget AnalystReview planning center budgets

EndPreparers

Make changes. May require creating new

versions.

OBM Budget Analyst

Review budget and upload to

OBMCAP model

Changes needed?

No

Yes

Capital Review Process

27

OAKS Reports

OAKS Reports

OAKS ReportsOBM Guidance

Agency Priorities

OAKS ReportsOBM Guidance

Agency Priorities

PreparerReceive email or call

from OBM Budget Analyst – AGYCAP

Master version rejected and why

Overview of the Capital Budget Review Process

Start

OBM Budget Analyst

Receive the AGYCAP planning center

Master version for an activity

OBM Budget AnalystAnalyze planning center AGYCAP

master version for an activity using OBM Guidance, agency

priorities and OAKS reports

End

Preparer Change an AGYCAP working version or master version and

resubmit for review

Accept Master version

No

Yes

OBM AnalystReceive the

validated Master versions for all budgeting

activities

AgencySubmit all required

budget documentation to OBM in hard and

soft copy

OBM Budget Analyst

Call or email Agency Preparer – advise

the AGYCAP Master version has been rejected and

reason for rejection

OBM Budget Analyst

Upload AGYCAP Master version data

to the OBMCAP model

OBM Budget Analyst

Request OBM Coordinator to

reject the AGYCAP Master version

OBM Budget CoordinatorReject the

AGYCAP Master version